The AI assistant

AI will not replace a good golf travel agency, but it can help with the work. RoundPlan's assistant saves you hours, and your clients get answers sooner.

AI won’t replace a good golf travel agency. But it can take a lot of repetitive work off your plate.

A good golf trip depends on things AI simply doesn’t know.

It doesn’t know that the wind usually picks up on that coast after lunch, so one course is better in the morning. It doesn’t have the mobile number of the person at the club who can sometimes find you one last tee time. It doesn’t know which hotel rooms are noisy, or which restaurant will actually take a group of sixteen in August.

You know those things because you’ve been there, spoken to people and organised these trips before. That experience is what your clients pay for.

But building proposals, checking payments, updating itineraries and finding information inside a trip? That’s where AI can help.

RoundPlan now has an AI assistant built in.

Because your trips already live in RoundPlan, the assistant can work with the information that’s already there. You can ask it questions, ask it to find something, or tell it to make changes to a trip.

Ask:

“Which groups travel in October?”

and it gives you the list.

Ask:

“Has the balance for the Wilson trip arrived?”

and it checks the trip and tells you.

Or say:

“On day two, replace the Pink course at Real El Prat with the Yellow.”

It checks that the Yellow course exists, makes the change and tells you the new package price.

It checks your data before answering

The assistant works from the information inside your RoundPlan account.

It can read your trips, contacts, pipeline, finances and invoices. So when you ask how many groups are travelling in October, it checks your trips. When you ask how much a client still owes, it checks the payments for that booking.

If it can’t find the information, it says so instead of making something up.

You can also write to it in Spanish and get an answer in Spanish.

And when the answer is somewhere inside RoundPlan, the assistant can take you straight to the right page instead of explaining which menus to open.

It can build and edit itineraries

You can describe the trip you want and let the assistant create the first version.

For example:

“Five days around Faro, two rounds of golf and a rest day.”

You can then keep changing it in normal language:

“Swap Wednesday for a links course.”

“Add a night in Lisbon at the beginning.”

“Change the hotel.”

The assistant uses the places you already have saved in RoundPlan, including your hotels, restaurants, transfers and activities, together with the shared golf course catalog.

If you need somewhere new, it can also search Google for hotels or restaurants nearby. Once you find the right one, you can save it to your library and use it again on future trips.

Simple changes are handled directly. If you say “make the trip five days” or “change the margin to 25%”, RoundPlan updates those settings without rebuilding the itinerary.

You ask for a change. It makes it.

The assistant is designed to be useful while you’re actually working on a trip.

Tell it to log a deposit, move a trip to the next stage, rename a deal or change a golf course, and it makes the change.

Then it tells you what it changed.

If you have the proposal editor open, you’ll see the update there too.

We chose not to put a confirmation screen in front of every small edit. When you’re building a trip, you might change your mind several times in a few minutes. Having to approve every change would quickly become frustrating.

Instead, the assistant reads the relevant information first, makes the change and clearly tells you what it did.

There are also some things it won’t change.

It won’t edit a template. It won’t change a deal that has already been marked as declined or cancelled. And it won’t create the first itinerary for a trip if the client page is already live.

It can search the golf course catalog

The assistant can also search RoundPlan’s shared course database.

You can ask:

“What courses do we have in Portugal?”

or:

“Give me a few courses that would work for a week around Lisbon.”

It searches the real catalog and shows you matching courses by name, country or region.

Every course it suggests is actually in the database. It won’t invent a golf club just to complete the itinerary.

A few things to know

The assistant only has access to your agency’s RoundPlan account.

Conversations are private to the person who starts them, so your colleagues don’t automatically see your chats.

Each agency also has a monthly AI allowance. It is split between three types of usage:

• chatting with the assistant
• generating itineraries
• live Google searches

You can see your usage in Settings.

If you use up one allowance, only that feature pauses until the next month. The others continue working. So, for example, using a lot of Google searches won’t stop you from asking the assistant questions about your trips.

There are no surprise background charges.

Built into the way you already work

You can open the assistant from anywhere in RoundPlan.

Ask it a question. Find a trip. Check a payment. Change a course. Update an itinerary.

It works with the information already inside your agency and tells you clearly what it changed.

The idea is simple: you keep doing the part that needs your experience and judgement, while RoundPlan helps with the admin around it.